Administrative Support Assistant III

Are you highly organized, detail-oriented, and passionate about providing excellent administrative support? Join the Eller College of Management Undergraduate Programs Office as an Administrative Support Assistant III, where you'll play a key role in supporting daily departmental operations, coordinating business processes, maintaining records and databases, and assisting with facilities, technology, and customer service functions.

In this role, you'll collaborate with faculty, staff, students, and university partners while providing direct administrative support to the Undergraduate Associate Dean through calendar management, meeting coordination, and assistance with departmental initiatives and projects. The ideal candidate is customer service oriented, detail focused, and able to manage multiple priorities in a dynamic environment.

This position is primarily in person, Monday through Friday, from 8:00 a.m. to 5:00 p.m., with occasional evening and weekend hours as needed. Additional responsibilities may be assigned based on the needs of the position and department.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Operational Administration and Department Support

• Manage administrative and business processes for Undergraduate Programs operations.
• Manage day-to-day office logistics, facilities requests, and operational activities.
• Arrange comprehensive travel inquiries, lodging accommodations, and transportation for students and department staff.
• Act as the compliance expert for staff, and own the post-travel reimbursement process, verifying and processing receipts to ensure rapid and accurate financial closeouts.
• Manage the reservation and scheduling of seminar and conference rooms in collaboration with college partners.
• Coordinate and submit transactions to hire students.
• Manage the initiative and tracking of standard administrative transactions with university enterprise systems from submission to final approval.
• Reconcile university purchasing card statement reports following university financial policies and procedures.

Coordination and Customer Service

• Serve as a primary point of contact for internal and external inquiries, triage requests, resolve routine matters, and coordinate with broader campus resources to facilitate and track complex requests through to final resolutions.
• Respond to requests for information using knowledge of university and departmental policies and procedures.
• Authors, edits, and finalizes high-quality departmental correspondence, announcements, and administrative materials to ensure professional communication standards.
• Coordinate with building management regarding facilities issues and maintenance requests.
• Manage complex departmental space management and inventory processes.

Database and Technical Support

• Create and maintain recordkeeping processes, databases, and operational documentation.
• Assist with updating departmental procedures and best practices documentation.
• Coordinate shared departmental technology resources, including laptops and tablets.
• Maintain public-use computers and related equipment inventories to ensure operational readiness.
• Primary liaison with IT partners to address departmental technology needs.
• Maintain technology and equipment inventories, manage resource tracking, provide on-site troubleshooting of technology to ensure seamless operations.

Administrative Support to Undergraduate Associate Dean

• Manage and maintain the Undergraduate Associate Dean's calendar, appointments, meetings, and events.
• Coordinate complex meeting logistics and administrative activities on behalf of the Associate Dean.
• Support strategic initiatives, projects, and special assignments as directed.
• Initiative department meetings, events, and activities.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of administrative operations, business practices, and office procedures.
• Demonstrated understanding of organizational processes and operations.
• Skill in prioritizing competing deadlines, managing complex calendars, and executing multi-step administrative processes with high accuracy.
• Skill in active listening, customer focused communication, and professional writing/editing to interact effectively with students, staff, faculty, visitors, and university partners.
• Ability to provide outstanding customer service and work effectively with a wide range of stakeholders.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to independently solve problems and identify process improvement opportunities.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

• Experience troubleshooting computer hardware and peripherals.
• Experience initiating transactions in university enterprise systems, including Concur, Provisioning, UAccess Financials, and Analytics.